Job Opened:  7-22-26  Job Closes: 7-27-26

Location:  District Wide

Calendar:  District Office Calendar 202 days/10 hours a day

Benefits:  Health Insurance w/Vision, Dental, Group Life Insurance, Persi

                (Sick Days, Personal Days, Vacation Days)

Salary:  Pro-Rated for the 26-27 fiscal year starting salary range $53,403  

TITLE: EXECUTIVE ASSISTANT TO DISTRICT LEADERSHIP 

QUALIFICATIONS

 1. Higher education degree (Associates Degree or Higher) with an emphasis in financial recordkeeping, accounting, or public/private management systems 

2. OR High School Diploma or General Education Degree and two years of responsible financial recordkeeping or public/private administration with one year working with minimal supervision

 3. Business office experience and knowledge of a school district's programs and activities

 4. Experience with Tyler and Skyward OR experience using other web-based accounting and/or management system platforms 

5. Experience with Microsoft Office Suite, Google Workplace, Excel Spread sheets 

6. High level of competence in typing, filing and general computer knowledge

 7. Knowledge of office equipment and efficient office procedures 

8. Articulate and Adaptable Communicator on the phone and in person 

9. Works well under pressure and deadlines 

10. Collaborative team player 

11. Strong Interpersonal Skills 

12. Systematic Workflow Management 

13. Data-Driven Coordination 

14. Methodical Problem-Solving 

15. Detail-Oriented Resource Planning 

PRIMARY RESPONSIBILITY TO 

Superintendent and Department Directors

 JOB SUMMARY 

The Executive Assistant to District Leadership will perform complex administrative, clerical, and accounting functions that will provide high-level executive support, as needed and prioritized, to key District departments, including the Superintendent, Operations, Human Resources, Payroll, Business Services, Technology, Food Services, and the Board of Trustees. This position coordinates department-wide operational logistics, manages state and regulatory compliance reporting, and oversees specialized administrative workflows to ensure efficient operations and effective support across District leadership. 

MAJOR DUTIES AND RESPONSIBILITIES 

Essential Job Responsibilities 

1. Departmental Operations: Coordinates multi-departments calendars, purchases supplies, and maintains central filing systems. 

2. Assists Superintendent with setting up meetings, maintaining their calendar and drafts executive communications. 

3. Compliance & Data Tracking: Prepares state-mandated district reports. 

4. Budget Support: Monitors departmental funds, processes invoices, and assists with annual budget preparation.

 5. Meeting & Event Coordination: Organizes district-wide meetings and events.

 6. Assists HR with onboarding, substitute management and grievances. 

7. Assists Operations Coordinator with work order routing, vendor management and safety compliance. 

8. Assists Technology with asset tracking, software licensing and helpdesk logistics. 

9. Assists Food Service with Federal Program Compliance, Health inspections and supply chain support. 

10. Provides support to the Board Clerk and Board Board meetings and of Trustees, as needed, with recordkeeping. 

11. Performs accounting and financial transaction support by processing accounts payable, accounts receivable, billings, purchasing documents, vendor payments, receipts, invoices, purchase orders, and other financial records; verifies transactions, assigns budget codes, reconciles accounts, and resolves billing discrepancies. 

12. Assists in maintaining accurate financial records and accounting systems by collecting, reviewing, coding, entering, reconciling, and auditing financial and statistical data; establishes and maintains auditable records and filing systems; assists with budget monitoring, financial reporting, and audit activities.

 13. Provides administrative and operational support for business services by ensuring compliance with District accounting procedures, maintaining authorized access to financial systems and corporate accounts, coordinating document processing, and supporting the efficient operation of assigned accounting functions. 

14. Receives, greets and directs visitors; responds to inquiries and provides a variety of general information to personnel, students, parents and the public. 

15. Communicates with personnel and outside agencies to exchange information and resolve issues or concerns. 

16. Performs various administrative and clerical duties in support of assigned functions as required. 

17. All of the above are as needed and prioritized by the Superintendent in coordination with Department Directors. 

Other Duties 

1. Assists in Policy, Job Manual, and Employee Handbook updates. 

2. Leads the Asset tracking. Full inventory every quarter, follow Idaho State and Federal guidelines as applicable.

 3. Assists in Fiscal Year Rollover processes. 

4. Assists in Audit procedures. 

5. Leads changing the current account masks to follow IFARMS compliance. 

6. Upholds and adheres to all district policies. 

7. Keeps the immediate supervisor informed of activities and any issues that may arise.

 8. Attends meetings as required. 

9. Represents the school district in a positive manner. 

10. Safeguards sensitive company records, financial data, and personnel files from unauthorized access. 

11. Maintains strict confidentiality regarding all daily business operations, executive communications, and office files. 

12. Upholds high privacy standards when handling customer accounts, billing details, and contract information. 

13. Ensures workplace privacy by practicing clean-desk habits and securing sensitive physical documents at day's end. 

14. Exercises discretion during office phone calls, visitor check-ins, and internal staff discussions. 

15. Performs other duties as assigned. 

Working Conditions 

Office Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

1. Prolonged Sitting; sit at a desk using a computer for up to 8-10 hours a day

 2. Repetitive Motions; perform frequent typing, mouse clicking, and data entry 

3. Visual Stamina; read computer screens and paper documents for extended periods 

4. Material Transport; Lift, carry, push, or pull office supplies weighing up to 25 pounds 

5. Physical Maneuvering; bend, stoop, kneel, and reach to access low or high files 

6. Facility Movement; move frequently around the office to operate printers, scanners and mail equipment 

7. Extended Standing; stand for 15 to 30 minutes at a time while sorting mail, processing inventory, or filing 

EVALUATION 

Performance of this position will be evaluated annually by the Superintendent in conformance with federal and state law, administrative rules, and Board Policy. 

TERMS OF EMPLOYMENT 

This position shall be considered in all respects "employment at will". The "employment period" and other descriptions and terms set forth in this job description shall not create a property right for the employee. These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues. 

NOTE

 All certificated and non-certificated employees and other individuals are required to undergo a criminal history check and submit to fingerprinting. Any applicant convicted of any of the felony crimes enumerated in Section 33-1208, Idaho Code may not be hired, and any applicant convicted of any felony offense listed in Section 33-1208(2), Idaho Code shall not be hired. 

Legal Reference:

 I.C. � 33-512 Governance of Schools 

I.C. � 33-1210 Information on Past Job Performance